PMC›✅ Handover & Closeout›Defect Liability Period (DLP) Tracker

Defect Liability Period (DLP) Tracker

log
PMC-HND-LOG-003·v1.0-beta·⚠ Beta — review before use

This log helps track all defects reported by the client after project handover, during the Defect Liability Period (DLP). It ensures every issue is recorded, assigned, rectified by the contractor, and closed out before the final retention money is released.

ReferencesFIDIC Red Book (1999/2017) Sub-Clause 11: Defects LiabilityCPWD General Conditions of Contract, Clause 49: Defects Liability PeriodIndian Contract Act, 1872Relevant BIS Codes for workmanship (e.g., IS 456, IS 2062, National Building Code)
Download
📍 When to use this template
  • Used after the Taking-Over Certificate is issued and the project enters the Defect Liability Period.
  • Updated whenever a new defect is reported by the client/end-user or when a previously reported defect's status changes.
  • Maintained by the PMC/Engineer's site team, in coordination with the Contractor and the Client's facility management team.
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header / Project Information8 fields
Project Name
_____________
Contract / Package No.
_____________
Document Number
_____________
Date of Taking Over
_____________
DLP Start Date
_____________
DLP End Date
_____________
Prepared By (Name/Designation)
_____________
Approved By (Name/Designation)
_____________
2Defect Identification7 fields
Defect ID No.
_____________
Date Reported
_____________
Reported By (Name/Dept)
_____________
Location (Building/Floor/Grid/Room No.)
_____________
System / Trade (Civil/Elec/Plumb/HVAC/FA)
_____________
Description of Defect
_____________
Photograph/Reference Doc No.
_____________
3Contractor Notification & Action Plan6 fields
Date Notified to Contractor
_____________
Notification Ref. No. (Email/Letter)
_____________
Acknowledged by Contractor (Date)
_____________
Target Rectification Date
_____________
Assigned to (Contractor's Rep Name)
_____________
Proposed Method of Rectification
_____________
4Rectification & Inspection6 fields
Date Rectification Started
_____________
Date Rectification Completed
_____________
Contractor's Rectification Report No.
_____________
Materials Used for Rectification
_____________
Joint Inspection Date
_____________
Inspection By (PMC/Client/Engineer)
_____________
5Closure & Verification5 fields
Status (Open/In-Progress/Closed/Rejected)
_____________
Client's Acceptance Date
_____________
Remarks / Reason for Rejection
_____________
Final Closure Date
_____________
Closed By (PMC/Engineer)
_____________
6Cost & Time Impact4 fields
Is it a Latent Defect? (Yes/No)
_____________
Cost Borne By (Contractor/Client/Insurance)
_____________
Associated Cost (if applicable)
_____________
Time Extension Claimed (if any)
_____________
💡 Sample filled excerpt
Defect ID: DLP-021; Date Reported: 15-Jan-2024; Location: Tower A, 5th Floor, Pantry; Description: Water seepage from under the sink counter; Status: Closed; Final Closure Date: 28-Jan-2024; Remarks: P-trap joint re-sealed and tested. Client accepted.
⚖ Compliance notes
  • Helps in administering the 'Defects Notification Period' as per FIDIC Conditions of Contract (e.g., Sub-Clause 11).
  • Provides a formal record for releasing the second half of the Retention Money / Performance Security at the end of the DLP, as per contract terms.
  • Acts as evidence of contractor's performance in fulfilling post-completion obligations, crucial during final account settlement.
  • Essential documentation for the issuance of the Performance Certificate under FIDIC Sub-Clause 11.9.
← Warranty RegisterO&M Manual Index →